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PRINT.IT
01732 759725
Document Management
Based in the North-West
of England and founded in
1996, Brookson Ltd is an
accountancy firm specialising
in the accounting needs
of contractors, freelancers
and other self-employed
professionals. It advises
on matters relating to tax,
employment law, contract
law, corporate tax, financial
planning and budgets and
prides itself on providing a
personal service that can’t be
matched by established high
street accountants.
Technology has a vital role
to play in helping Brookson’s
180 employees deliver the
service levels for which the firm
is renowned, as I.S. director Lee
Kingshot explains: “Automating
essential but routine activities
in the back office has liberated
the company’s staff, enabling
them to focus on customers
individually. This ensures that
client information is accurate,
easily accessible and easily
shared among those authorised
to view it,” he said.
A recent example is the
implementation of imaging
solutions from Nuance that
will enable Brookson to reduce
print costs and streamline its
scanning and PDF creation
The personal touch
How a specialist accountancy firm with a commitment to service excellence
is using Nuance Equitrac Office and Nuance eCopy ShareScan to reduce print
costs and improve document capture.
process. On the recommendation
of Bytes Document Solutions,
it has integrated the Equitrac
print management and secure
release solution and Nuance
eCopy ShareScan with new Xerox
multifunction devices.
Nuance Equitrac
Deploying Nuance Equitrac on
seven devices with card reader
access control helps protect
the confidentiality of client
information, as documents
aren’t printed until a user has
authenticated themselves
at a device and is present to
collect the output (the use of
employees’ existing swipe cards
means they don’t have to use an
additional method of ID).
It has also given Brookson
valuable insight into employees’
printing habits and the utilisation
of print devices on the network,
helping the firm to eliminate
unnecessary printing and
improve asset utilisation. For
example, being able to see which
printers are under-used and
which over-used has enabled
Brookson to distribute the
workload more evenly ensuring
that under-used printers are
employed more effectively and
queues don’t form at
overworked ones.
In addition, Equitrac reporting
revealed that 17% of print jobs
were never collected by users,
prompting Brookson to change
print policies so that any job
that has not been pulled from
the server within 24hrs is
automatically cancelled from
the print queue. This prevents
unnecessary printing and energy
consumption and, according
to Kingshot, has encouraged
staff to make better use of their
time. “Now, staff send several
documents to the Xerox MFP and
collect them in one go rather than
printing off and collecting each
document individually,” he said.
The Xerox MFPs
recommended by Bytes have
brought further cost savings.
By routing faxes to the devices,
Brookson has been able replace
its former standalone fax
machines and associated costs,
such as the leased ISDN fax line.
“Bytes proved to be an
excellent partner for this
project. It took the time to fully
understand the printing needs
of our business and to tailor a
solution that’s fit for purpose.
It started to deliver a tangible
return on investment soon after
deployment,” Kingshot
explained.
Nuance eCopy ShareScan
In addition to Equitrac,
Brookson is using Nuance’s
eCopy ShareScan scanning and
workflow solution to streamline
the digitisation and routing
of paper-based documents.
Because Brookson is the
registered office for many of its
clients, every day it receives a
deluge of mail from HMRC that
the company’s three postroom
staff are responsible for scanning
and distributing electronically.
This process has been eased
considerably by installing a
multifunction printer and Nuance
eCopy ShareScan in place of the
old postroom scanner that, as
well as struggling with the high
volume of incoming post, was
unable to recognise how many
pages were in a document or
save a scanned image as a PDF.
In contrast, eCopy creates
PDFs of scanned documents
and features a customised,
Brookson-branded interface with
clear, concise icons that make it
easy for users to route scans to
the appropriate workflow. Also,
because Nuance has a flexible,
dynamic licence program, if
eCopy needs to be deployed
on another device to help with
scanning, this can be arranged
with little or no fuss and without
interrupting the scanning
process.
Taken together, Nuance’s
solutions are helping Brookson
continue to deliver the personal,
tailored service that has served
it and its customers so well for
the last 16 years.